How to send a document for validation/signature – and track real-time status in CLM

This guide merges our existing “How to send…” article with the new Workflow Signature Status Improvements so you have one place to learn how to send a workflow and monitor its true status inside CLM. The improvements mirror what happens on your e-signature provider (e.g., DiliSign, DocuSign, Adobe Sign) so CLM always reflects reality ✅

✨ Overview

In CLM you can route documents for Validation (approvals before signing) or Signature (collecting e-signatures). The new release synchronizes key events from your signature provider to the document’s Workflow > Activity panel (e.g., Canceled, Deleted, Expired, Declined), and adds one-click Relaunch signing workflow where appropriate.

1️⃣ Upload & prepare your document

From your workspace, upload the file you want to route. Complete the document details (title, metadata) as usual, then open Workflow.

2️⃣ Choose the workflow type

• Validation – Add validators in the order you need. They approve or request changes before signature.
• Signature – Add signatories (and CCs if needed). CLM will create/send the signature envelope via your configured provider.

3️⃣ Add participants (validators/signatories)

Add internal users from the directory or specify external emails for guests. Re-order steps if your process is sequential. Save when ready.

4️⃣ Send & monitor from the Workflow panel

Click Send. The right-side Workflow > Activity panel shows live progress: “Waiting for signature”, timestamps, who triggered actions, and history entries (e.g., “Initialization of the Signature process”). You can also Resend request to signatories if needed.

✍ Edit or replace a signatory (when allowed)

You can edit an existing signatory directly from CLM (e.g., replace a signer who’s unavailable) using the Edit signatory modal with name/email selection for internal or external users.

• Who can edit? Only the user who launched the workflow can edit signatories from CLM.
• If the provider changed a signatory (delegation/replacement), CLM mirrors the update automatically; if the person isn’t known in CLM, their email appears in the workflow.

⏳ Statuses you’ll now see in CLM

• Signature canceled – CLM shows that the envelope was canceled. If available from the provider, who canceled is displayed.
• Envelope deleted – CLM indicates deletion on the provider side (identity of the deleter may not be available).
• Envelope expired – CLM shows expiry with an option to relaunch.
• Signatory modified/removed – CLM updates the participant list automatically; the total number of signatories adjusts when someone is removed.
• Signature refused – CLM shows who refused and displays the decline reason inline (no extra click needed).

⏰ Relaunch a signing workflow

From the same panel, use Relaunch signing workflow to spin up the signature again with the same participants (no intermediate pop-in). This mirrors the existing “relaunch” pattern in validation. You’ll see this control on stalled cases such as Declined, Expired, or Canceled where relaunch is appropriate.

⚡ Error messages (what you’ll see & what to do)

• Provider/API limits – CLM now surfaces clearer guidance (e.g., envelope size or character limits) so you know the next step (compress file, reduce message, or contact your admin).
• Unavailable data – If the provider doesn’t expose a detail (e.g., who deleted), CLM will still reflect the correct high-level status.

☝ Permissions & visibility

• Editing a workflow – Only the workflow initiator can change signatories directly in CLM.
• Decline reasons – Visible by default on the workflow without needing to open a separate comment, and Read comment is available on declined items in the activity stream.

❗ Limitations

• Some providers don’t return all details (e.g., the identity of the user who canceled/deleted). In those cases, CLM shows the status without that extra field.
• Email notifications and advanced analytics/alarms may be out of scope for your current plan or release; use the Workflow panel as the source of truth.

☕ Tips & good practices

• Double-check signatory emails before sending to avoid bounces or delays.
• Use Resend request to signatories if someone can’t find their email:contentReference.
• After a refusal, review the decline reason in the activity, make needed edits, then Relaunch signing workflow.

? FAQ (quick answers)

• Will CLM always show who canceled? Only if the provider shares that info; otherwise CLM still marks the envelope as canceled.
• What if a signer is replaced on the provider side? CLM automatically reflects the new signer; if the person isn’t known in CLM, we display their email address.
• Can I continue after someone refuses? No; the process is blocked on the provider side. Use Relaunch signing workflow to restart when you’re ready.